Running payroll end-to-end
From salary structures to approved payslips: how a VipraGo payroll cycle works, including LOP, overtime, statutory exports, and the two-level approval gate.
One-time setup: salary structures
- Payroll → Components: review the component library (basic, HRA, allowances, deductions) or add custom components.
- Assign each employee a salary structure — use auto-breakdown to compute a compliant CTC split from a single annual figure.
- Structure changes go through the salary-revision workflow (draft → manager review → admin approval) with full history.
Monthly: run the cycle
- Create a payroll run for the month. Approved attendance flows in automatically: LOP days reduce earnings; overtime hours add pay per policy.
- Approved reimbursements marked for payroll inclusion are added.
- Review the run summary — per-employee gross, deductions, net, with drill-down to every line item.
Approve & publish
- Two-level approval: the run goes to your configured level-1 approver, then level-2 (often finance head / CA).
- On approval, payslips generate for all employees in one click and publish to their self-service portals.
- Employees access current and historical payslips; Form 16 is generated at year end.
Statutory exports
- Export PF, ESI, PT, and Gratuity files for filing.
- Investment declarations (80C/80D/HRA) submitted by employees flow into TDS computation; the regime comparison shows new-vs-old tax per employee.
Tips
- Run one parallel month against your old process when migrating — reconcile, then cut over.
- VipraBot can run the cycle too: “run April payroll with approvals” executes the same gated workflow.
FAQ
- Can payroll run without attendance data?
- Yes — attendance linkage is per-policy. Without it, runs use structure values only; with it, LOP/overtime are automatic.
- Who can see salary data?
- Strictly role-scoped: employees see their own payslips; org-wide salary views require admin-level payroll permissions. Every access is logged.